RFP - Inmate Employment Services

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THURSTON COUNTY, WASHINGTON INMATE EMPLOYMENT AND TRAINING SERVICES REQUEST FOR PROPOSAL AUGUST 23, 2023 2000 LAKERIDGE DRIVE SW OLYMPIA, WA 98502 | Thurston County Inmate Employment Services Request for Proposal PURPOSE: This Request for Proposal announces the intent of Thurston County to consider proposals for the provision of an Inmate Employment and Training Services program for its Corrections facility. ISSUING OFFICE: Thurston County Sheriff's Office, Co rrections Facility Attn: Lieutenant Stephanie Klein 2000 Lakeridge Drive SW, Bldg. 3 Olympia, WA 98502 Phone: (360) 709-5939 Fax: (360) 357 -2480 E-mail: stephanie.klein@co.thurston.wa.us ISSUE RFP: August 23, 2023 VENDOR'S September 7 , 2023 TOUR: 1:00 p.m. Pacific Time DEADLINE FOR RECEIVING QUESTIONS: September 12, 2023 DEADLINE FOR ANSWERING QUESTIONS: September 21, 2023 PROPOSAL September 28, 2023 DEADLINE 1:00 p.m. Pacific Time PROPOSAL September 29, 2023 OPENING: 8:30 a.m. Thurston County Corrections Facility Reception Area 3941 Ferguson Street SW Tumwater, WA. 98512 CONTRACT COMMENCEMENT : January 1, 20 24 | PROJECT OVERVIEW 1.0 Purpose of RFP This Request for Proposal (RFP) announces the intent of Thurston County to consider proposals for the provision of an Inmate Employment and Training Services program for its Corrections Facility. 1.1 Acceptance of Terms By submitting an application in res ponse to this RFP, the applicant accepts all terms and conditions of this RFP, as well as all County, State and Federal regulations and requirements pertaining to the operation of the solicited services. Portions of the proposal may become part of any cont ract issued as a result of this RFP. * The County reserves the right to introduce additional terms and/or conditions during final contract negotiations. 1.2 Facility Configuration The Corrections Facility is a 107,800 sq. ft., 395 bed facility with low, me dium and maximum -security inmate housing. In addition, the Options Building , which is temporarily closed, houses 96. The main facility has four dorms, four pods, a transfer area and intake. 1.3 Target Population The target population is male and female adults within the Thurston County Corrections system. Inmates participating in the program will have histories of mental health issues and/or repeated drug -related arrests and offenses . In many cases, they may have repeated failed attempts in substance a buse treatment programs. Inmate s identified with mental health issues are assessed by Mental Health Professionals who work closely with Corrections Deputies and Treatment Staff. Mental health and substance abuse treatment services are provided for the target population. 1.4 Issuing Office Thurston County Sheriff's Office, Corrections Facility 2000 Lakeridge Drive SW, Building 3 Olympia, WA. 98502 Phone (360) 709-5939 1.5 County Contact Any written questions and written responses regarding this procurement will be submit ted to the County Contact or an assigned representative of the County Contact who has the authority to respond to questions relative to this RFP. Any and all questions received by vendors will be answered via addendum . Contact information is listed as follows: | Stephanie Klein Corrections Lieutenant Thurston County Sheriff's Office Corrections Facility 2000 Lakeridge Drive SW, Bldg. 3 Olympia, WA 98502 Phone: (360) 709-5939 Fax: (360) 357 -2480 E-mail: stephanie.klein@co.thurston.wa.us 1.6 Proposal Submission and Delivery to the County One (1) original and (4) exact duplicate copies of the proposal must be submitted in a sealed envelope no late r than 1:00 p.m. on September 28, 2023. No telegraphic, telephone, or facsimile Proposals will be accepted. If mailed, the Vendor should use receipted mail. All envelopes or packages shall be clearly marked on the outside with Vendor's company name and Inmate Employment Services RFP. Propos als submitted under improperly marked covers may be rejected. Mail Proposals to: Heidi Thomsen Chief Deputy Financial Services Thurston County Sheriff's Office 2000 Lakeridge Drive SW , Bldg. 3 Olympia, Washington 98502 1.7 Withdrawal, Resubmission, or Modification of Proposals A Responder may withdraw the Responder's final Proposal any time prior to 1:00 pm on September 28, 2023, by submitting a written request for its withdrawal to the county contact. The Responder may thereafter submi t a new or modified Proposal prior to 1:00 pm on September 28, 2023. Modification offered in any other manner, oral or written, will not be considered. 1.8 Responder Representative's Signature The Proposal shall be signed by an individual who is authoriz ed to bind the responding firm contractually. The signature must indicate the title or position that the individual holds in the company. Companies who sign their contracts with the name of the firm must provide the name of a corporate officer for signat ure validation by the County. A Proposal may be signed by an agent of the responder only if he/she is an officer of a corporation the responder has authorized to sign contracts on its behalf, a member of a partnership company, or is properly authorized by a power of attorney or equivalent document submitted to the County prior to the submission of Proposals or with the | Proposal. The name and title of the individual signing the Proposal must be typed immediately below the signature. Any unsigned Proposal will be rejected. 1.9 Pre-Proposal Conference and Tour A pre -proposal conference and tour of the faciliti es will be held at 1:00 p.m. on September 7 , 2023. The tour will take place first. Meet in the Reception Area of the Jail, 3941 Ferguson Street SW, Tumwater , Washington 985 12. Participation in this Pre -Proposal Conference and tour is recommended for all vendors who wish to participate . Questions may be submitted ahead of time to the Point of Contact listed below. The purpose of the tour will be to offer all interested parties an opportunity to ask questions about the current Employment and Training Services needs . Any substantive que stions will be addressed officially in written response. Any addendum or modifications to this Request for Proposal will be mailed to vendors within a reasonable time following the vendor's tour. 1.10 Contract Period January 1, 20 24 through December 31, 2024. The County reserves the right to extend the contract for four (4) one -year terms. 1.11 Proposal Opening Proposal Opening will occur in the Thurston County Sheriff's Office, Corrections Facility on, September 29, 2023, at approximately 8:30 a.m. At the time of opening, only the names of those who submitted proposals will be made public information. No pricing or staffing information will be released until after the award is made. 1.12 Schedule of Events Vendor's Tour September 7 , 2023 Deadli ne for Receiving Questions September 12, 2023 Deadline for Answering Questions September 21, 2023 Proposal Deadline September 28, 2023 Proposal Opening: September 29, 2023 Contract Commencement January 1, 20 24 1.13 Selection of Service Provider and Negotiation of Terms Pursuant to the County's Purchasing Policy the County reserves the right to select the service provider by a process of discussions and negotiations with any or all qualified responders. Alterations by negotiation in the nature of a proposal and in prices/rates may be made after proposals are opened. | The award of the contract may be made to the most responsive/responsible proposal offering a product of service deemed to be the best fit for the jail . The County r eserves the right to make award by items, groups, classes, or items as a whole (or not at all) in whichever is deemed to be in the best interest of the County . 1.14 Delays The County reserves the right to delay the scheduled due dates and start dates if i t is to the advantage of the County. There shall be no additional costs assessed by responders do to these delays should any occur. 1.15 Accuracy Disclaimer Information and data provided throughout this RFP are believed to be reasonably accurate. The re sponder shall thoroughly acquaint themselves with the proposed project and all State Statutes, and regulations relating to the execution of the Proposal. The responder will not be allowed additional compensation for their failure to be informed. 1.16 Cost Liability The County assumes no responsibility and no liability for costs incurred by Responders for preparing Proposals. All Proposals shall provide a straight forward, concise delineation of the responder's capabilities to satisfy the requirements of the RFP. Emphasis should be on completeness and clarity of content. RULES AND FORMAT 2.0 Evaluation The evaluation team will conduct an initial review and short -list 2 or 3 fir ms to be evaluated and scored. The Evaluation Team may invite the Respondents submitting the most appropriate proposals for an oral interview at the Thurston County Corrections Facility . The Team may also ask these selected Respondents for further written information rel ated to the proposed services, r espondent capabilities, and client references. The evaluation of proposals and the determination as to the quality of Employment and Training Services shall be the sole and final responsibility of the County and will be based on the information furnished b y the vendor , references, interviews, background and financial checks, and the highest score shall be the finalist. This evaluation shall be performed by a project evaluation team, which will be comprised of personnel employed/ contracted by the Thurston County Sheriff's Office and Correction's Bureau. The evaluation will consist of the following categories: a. Inmate Employment Service experience, particularly jail experience working with a population who have issues with a substance abuse disorder and/or m ental health. (50%) , | b. Recruitment and Screening plan for staff (15%) , c. References of organization (15%) , d. Cost Proposal (10%), e. Interviews (10%) 2.1 Contract Award Process and Rejection of Proposals When the Evaluation Team has completed its deliberations , it may then engage in the selection pr ocess referenced in Section 1.13 . The decision of the Committee shall be final and conclusive. The County reserves the right (i) to reject any and all proposals for good cause, including any proposal that is materially incomplete or irregular or any part of any proposal, (ii) to waive minor defects or technicalities, or (iii) to solicit new proposals on the s ame project or on a modified project that may include portions of the originally proposed project as the County , in the exercise of their sole and unfettered discretion, may deem necessary. Vendors may be required to submit satisfactory evidence that they have the necessary financial resources to perform and complete the work outlined in this RFP. If the Evaluation Team and the Finalist are unable to agree to contract terms and conditions, Thurston County reserves the right to terminate negotiations with the Finalist and initiate negotiations with the Respondent receiving the next higher score. Upon completion of negotiations, the Team will develop the contract and submit it to the Board of County Commissioners for approval. Submission of a proposal imp lies the Respondent's acceptance of the evaluation criteria and process and recognition that subjective judgments may be made by the Evaluation Team. 2.2 Term of the Proposed Contract The contract resulting from this Request for Proposal shall be for a on e year period beginning January 1, 20 24 and continuing through December 31, 20 24. The contract may be extended for four (4) one year terms. 2.3 Format for Proposal Each vendor must respond to each and every component outlined in this RFP. Proposals must be submitted in Times New Roman font, size 12 on 8.5 by 11 inch paper bound securely. Do not use italic type, acronyms or abbreviations in the document. Proposals should be organized and presented in the order and by the number assigned in the RFP to b e considered responsive. A proposal that fails to follow this format or that takes exceptions, or is incomplete or conditional may be rejected. | COMPANY PROFILE 3.0 Organization Specify the date the responder became an Employment Services provider. Also include when the responder began providing services in or out of correctional facilities. Provide a brief history of the organization, management structure, and current services provided, target populations served, and any other relevant information pertinent to demonstrating the firm's capability. 3.1 Experience Specify experience in Inmate Employment Services . Include in your discussion: a. Number of employees employed by the corporation, b. Annualized dollars of payroll, and c. Number of years in business. 3.2 Current Contracts Describe current contracts and include the following information: a. Client name, address, and telephone number, b. Date of original contract and expiration date, c. Number of renewals (if applicable), d. Type and size of facility, and e. Dollar amount of contract. 3.3 Malpractice and Litigation History Provide a list of all litigation the Corporation has been or is currently involved in during the last three years. Include a narrative describing all cases that were settled and amounts of settlement. 3.4 Prior Performance Fines and Penalties Provide a listing of fines incurred under contracts in other jurisdictions for non -performance of duties in whole or in part, which exceed $10,000 for the past three years. List all contracts in which you experienced a loss of funds due to delays, damages, liquidated damages, and or forfeiture of performance bond in whole or in part. 3.5 Contractual Experienc e List all contracts lost, or not renewed (list contact person and telephone number), for a three -year period. Provide a narrative describing reason for contracts that have not been renewed. Specify any contracts from which the Responder was relieved or any contracts that have been canceled prematurely. 3.6 Corporate Reorganization Discuss any corporate reorganization or restructuring that has occurred within the last three years and discuss how the restructuring will impact upon the firm's ability to provide services proposed. Responder shall disclose the existence of any related e ntities | (sharing corporate structure) or principal officers doing business in the field of Inmate Employment and Training Services. 3.7 Merger or Acquisition The responder is required to notify the County of any potential for merger or acquisition of whic h there is knowledge at the time that the proposal is submitted. 3.8 Contractual Obligations Describe other current or anticipated contractual obligations that have been awarded which will coincide with the terms of this contract. 3.9 Organizational Stru cture Provide an organizational chart delineating corporate office organizational structure. Include a project organizational chart showing your proposed employment services team. 3.10 Financial Statements Provide financial statements for a two -year peri od. If the responder is a solely owned subsidiary of another company or corporation, and does not possess financial statements, un-audited financial statements for the subsidiary for a two -year period must be submitted as supplemental information to the c ompany's financial statements in order to meet this requirement. Audited financial statements shall be submitted to the County annually during the term of this Contract. 3.11 References Submit the names, business address, telephone and fax numbers of at least five individuals and/or organizations who can attest to the responder's capability to carry out the requirements set forth in this offer. The responder is cautioned that it is the responder's sole responsibility to submit information related to the evaluation categories. Failure of the responder to submit such information may cause and adverse impact on the responder's proposal. Thurston County reserves the right to conduct an extensive background check and consider historic information and facts g ained from the responder's proposal, oral presentation, references or other objective data, in the evaluation process. SCOPE OF SERVICES 4.0 Statement of Work * Provide direct service to Thurston County Corrections point of contact and respond to direction s necessary to meet the Corrections Facility's rules and regulations and to ensure staff and program compliance. * Provide general and specific pre -employment skills training at the Thurston County Corrections facility for their General Population and at co ntractor's | worksite for Options (Work Release) inmates. The target population is male and female adults within the Thurston County Corrections system. Inmates participating in the program will have histories of mental health issues and/or repeated drug -related arrests and offenses. In many cases, they may have repeated failed attempts in substance abuse treatment programs. Inmate s identified with mental health issues are assessed by Mental Health Professionals who work closely with Corrections Deputies and Treatment Staff. Mental health and substance abuse treatment services are provided for the target population. * The minimum number of participants in the program each quarter is 25 and 100 for each year. * Provide employment readiness assessments, case management and re -employment workshops to Thurston County jail inmates and Work Release inmates during the contract period. * Provide job readiness assessments to all referred inmates, using an evidenced based assessment tool, in addition to an intake assessment, to determine each inmate's education level, work experience, skills and interests, barriers to employment and involvement in therapeutic services (treatment, groups, AA, etc.) * Provide "soft skill" trai ning, including reviewing the importance of punctuality and attendance, appropriate attire, the ability to accept criticism, working collaboratively, and work ethic. * Provide staff training, supervision, competency and support in program development, curric ulum delivery and proficiency. * Provide case management support services for program participants focused on identifying and overcoming barriers to employment and developing specific skills and resources for program participants. * Complete an individualized transition portfolio for program participants to document essential information in order to assist participants in moving and obtaining current and post release goals . * Provide or link clients to the support services they need to help them retain employme nt including addressing child support issues, housing, childcare, and transportation, which can all compromise employment success. * Recruit employers to hire individuals with criminal records. Emphasize the financial incentives employers can accrue when the y hire qualified applicants with criminal histories. Assist employers in securing federal bonds through the Federal B onding Program or tax credits (F ederal Work Opportunity Tax Credit and State tax incentives, if available) and other employee training funds that may be available through Workforce Investment Act (WIA) assistance. * Provide mentoring days to give the offender the opportunity to connect with employers who hire ex -offenders. * Provide post -placement or follow -up services that include crisis intervention, continued support and career advancement guidance. * Form collaborations with other agencies that will enhance and support successful workforce development. * Provide the database, tracking and statistical information related to program | objectives to be agreed upon performance measures on a quarterly basis. * Document demographic data including age, gender, race, and ethnicity, level of education completed, and disability and military service. * Document participant's progress, success storie s, challenges and gaps in service. 4.1 Institutional Responsibilities The County will provide the responder with office space, office supplies, classroom space, and use of phones, computers, fax and copiers to enable the responder to perform its obligati ons and duties under the contract. The County shall provide housekeeping and cleaning supplies. ADMINISTRATIVE COMPONENTS 5.1 Contract Template Attachment A contains the county's contract template that the successful vendor is expected to enter into with the Thurston County Sheriff's Office . Insurance Requirement a. Workers' Compensation (Industrial Insurance): The CONTRACTOR shall maintain workers' compen sation insurance as required by Title 51 RCW. b. Commercial General Liability : The CONTRACTOR shall maintain Commercial General Liability coverage for bodily injury, personal injury and property damage, subject to limits of not less than $ 1,000,000 per loss. The general aggregate limit shall apply separately to this Contract or be no less than $ 2,000,000 . i. The CONTRACTOR shall provide Commercial General Liability coverage which does not exclude any activity to be performed in fulfillment of this Contract. Specialized forms specific to the industry of the CONTRACTOR will be deemed equivalent provided coverage is no more restrictive than would be provided under a standard Commercial General Liability policy, including contractual liability coverage . ii. The CONTRACTOR'S Commercial General Liability insurance shall include the COUNTY, its officers, officials, employees and agents with respect to performance of services, and shall contain no special limitations on the scope of protection afforded to the COUNTY as additional insured. iii. The CONTRACTOR shall furnish the COUNTY with evidence that the additional insured provision required above has been met. An acceptable form of evidence is the endorsement pages of the policy showing the COUNTY as an additional insured. | iv. If the CONTRACTOR'S liability coverage is written as a claims made policy, then the CONTRACTOR must evidence the purchase of an extended reporting period or "tail" coverage for a three -year period after project completion, or othe rwise maintain the coverage for the three -year period. v. If the Contract is over $50,000 then the CONTRACTOR shall also maintain Employers Liability Coverage with a limit of not less than $1 million. c. Other Insurance Provisions : i. The CONTRACTOR'S li ability insurance provisions shall be primary non-contributing basis with respect to any other insurance or self -insurance programs covering the COUNTY, its elected and appointed officers, officials, employees and agents. ii. Any failure to comply with r eporting provisions of the policies shall not affect coverage provided to the COUNTY, its officers, officials, employees or agents. iii. The CONTRACTOR'S insurance shall apply separately to each insured against whom claim is made or suit is brought, except with respect to the limits of the insurer's liability. iv. The CONTRACTOR shall include all subcontractors as insured's under its policies or shall furnish separate certificates and endorsements for each subcontractor. All coverage for su bcontractors shall be subject to all of the requirements stated herein. v. The insurance limits mandated for any insurance coverage required by this Contract are not intended to be an indication of exposure nor are they limitations on indemnification. vi. The CONTRACTOR shall maintain all required policies in force from the time services commence until services are completed. Certificates, policies, and endorsements expiring before completion of services shall be promptly replaced. d. Verification of Co verage and Acceptability of Insurers: The CONTRACTOR shall place insurance with insurers licensed to do business in the State of Washington and having A.M. Best Company ratings of no less than A -, with the exception that excess and umbrella coverage used to meet the requirements for limits of liability or gaps in coverage need not be placed with insurers or re -insurers licensed in the State of Washington. i. Certificates of Insurance shall show the Certificate Holder as Thurston County and include c/o of the Office or Department issuing the Contract. The | address of the Certificate Holder shall be shown as the current address of the Office or Department. ii. Written notice of cancellation or change shall be mailed to the COUNTY at the following address: Attn: Risk Analyst Human Resources 2000 Lake ridge Drive S.W. Olympia, Washington 98502 iii. The CONTRACTOR shall furnish the COUNTY with properly executed certificated of insurance or a signed policy endorsement which shall clearly evidence all insurance required in this section prior to commencement of services. The certificates will , at a mini mum, list limits of liability and coverage. The certificate will provide that the underlying insurance contract will not be canceled or allowed to expire except on thirty (30) days prior written notice to the COUNTY. iv. The CONTRACTOR or its broker shal l provide a copy of any and all insurance policies specified in this Contract upon request of the Thurston County Risk Management Division. 5.2 Reporting Requirements The contractor must provide data on each individual receiving service . The contractor must provide monthly activity and progress reports , quarterly and annual report s with data needed to track services and outcomes; provide access to financial an d program records during on-site monitoring by the Count y; and maintain financial and program records for six years for audit reviews. 5.3 Administrative Meeting and Reports The responder shall coordinate with the Chief Deputy of Corrections or designee to discuss Employment Program services. The responder shall prepare and participate in external reviews, inspections and audits as requested and shall participate in the preparation of responses to critiques. The responder shall develop and implement plans to address/correct i dentified deficiencies. STAFFING 6.0 Recruitment and Credentialing Program The responder shall recruit and interview eligible candidates. The responder shall interview each candidate with a special focus on technical expertise, emotional stability and m otivation. The final selection of all employees or subcontractors shall be subject of approval by the Chief Deputy of Corrections. | a) All screened candidates prior to employment will make an on -site visit to the facility. b) Initial and continued employ ment of staff and subcontractors shall be subject to approval of the County. The County reserves the right to prohibit any of the responder's employees and/or independent contractors from performing service with regard to this contract. c) All personnel shall be required to pass records check conducted by the County for initial and or continued employment. Additionally, all personnel performing on -site services may be required to undergo a urinalysis or blood test if there is reason to believe that they are under the influence of alcohol or other substances of abuse. d) All personnel shall comply with current and future state, federal and local directives and policies and procedures of the County and the facility. e) Files of all subcontractors and cont ract employees shall be on file at the facility. These files shall include copies of the Thurston County Corrections Facility entrance application, copy of current Washington driver's license and signed liability waiver form. f) The responder shall provide the names of corporate or regional management personnel assigned to this contract. A resume of the regional manager shall be included with this proposal. Any replacement personnel shall be subject to approval of the County. g) The responder shal l notify the Chief Deputy of Corrections prior to discharging, removing or failing to renew contracts of professional staff. h) The responder is prohibited from entering into covenants Not To Compete or Non-Competition Clauses with either employees or ind ependent contractors or any party specifically related to the performance of any obligation required under this agreement, which would prohibit said independent contractor or employee from competing, directly or indirectly, in any way with the responder. For the purpose of this paragraph, the term competing directly or indirectly, in any way with the responder shall mean the entering into or attempting to enter into any similar business with that carried on by the responder with any individual, partnership , corporation or association that was or is in the same or related business as the responder. 6.1 Employee Training and Orientation The responder shall describe its orientation program for its staff. The responder shall be | responsible for ensuring that a ll new personnel are provided with orientation and appropriate training regarding practices on -site at the facility. An outline of the orientation and in -service program shall be submitted with the proposal. Orientation regarding other facility operation s will be the responsibility of the facility and the County. The responder shall send its staff to a security orientation program provided by the County. The responder shall be responsible for payment of staff while attending the security classes. 6.2 Staffing and Schedules All hours shall b e spent on -site at the facility or Contractors worksite, except as is

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